A14_MR_Printing_and_Handling_RFI_1.pdf

REQUEST FOR INFORMATION (RFI)

Printing and Postal Handling Services Department of Interior/Interior Business Center (IBC)

Human Resources Directorate (HRD)

1.0 PURPOSE

The Interior Business Center (IBC), a component of the Office of the Secretary of the Department of the Interior (DOI), is seeking information from industry partners regarding their capabilities to provide high-volume printing and mailing services for tax-related documents including, but not limited to, Leave and Earnings Statements (LES) and W2 forms. This RFI is for market research purposes only and does not constitute a Request for Quote (RFQ) or a commitment to issue an RFQ in the future.

The anticipated NAICS code for this requirement is 561410 – Document Preparation Services. However, we welcome industry feedback on whether an alternative NAICS code might be more appropriate for these services. Please provide justification for any suggested alternative.

2.0 BACKGROUND

IBC is a Federal Shared Service Center providing a number of HR and other services to a large number of Federal Government agencies and other organizations. HRD requires a comprehensive solution for printing, postal finishing, mailing services, and disaster recovery testing and support to serve DOI and multiple federal agencies and organizations. These services are critical for managing and distributing a variety of official documents, including Leave and Earnings Statements (LES), Form W-2, Wage Statements, 1099-INT and 1099-MISC forms, and IRS Form 1095-C.

The IBC’s need arises from the requirement to effectively and efficiently handle printing services, document finishing, postal handling and disaster recovery services in a timely manner; while ensuring disaster recovery capabilities are in place to safeguard operations in the event of unexpected disruptions.

The primary objectives are to minimize costs, streamline document printing, postal handling, and disaster recovery support, while providing government-wide metrics on document production volumes, disbursement, and the use of electronic documents.

IBC’s peak print workload derives from output associated with LESs for a biweekly pay cycle and an annual IRS requirement to mail printed Form W-2s to employees. IBC also prints and mails 1099-INT, 1099-MISC, and 1095-C forms in relatively limited quantities each year.

3.0 SCOPE OF WORK

The services to be acquired require capabilities to ensure the efficient and accurate handling of critical documents, such as Leave and Earnings Statements (LES), Form W-2, 1099-INT, 1099-MISC forms, and IRS Form 1095-C. The contractor must demonstrate the ability to provide comprehensive printing, postal finishing, mailing services, and disaster recovery testing and support, all while adhering to strict deadlines and security requirements. Additionally, the contractor must be capable of providing disaster recovery testing to ensure continuity of operations in the event of a disruption.

Contractors must demonstrate the following standards. Failure to clearly address your firm's ability to perform all required services will indicate your inability to fully satisfy the Government's requirements.

• Accuracy and Timeliness: The contractor must guarantee that all documents are accurately printed, processed, and mailed within the established timelines to meet regulatory deadlines, particularly those set by the IRS for Form 1095-C.

• Security and Confidentiality: Given the sensitive nature of the documents, the contractor must adhere to stringent security measures to protect employee data and ensure compliance with federal privacy standards.

• Disaster Recovery Support: The contractor must provide comprehensive disaster recovery services, including regular testing of systems and processes to ensure continuity in case of emergencies.

• Production Capacity: The contractor must possess the necessary infrastructure to handle the maximum monthly printing capacity. Peak volumes can reach more than 1,000,000 million documents within a month.

OBJECTIVES

The objective is to establish an award that provides:

1) Printing services in accordance with the SOW and as mutually agreed to for additional requirements

2) Postal processing for any material requiring mailing, prior to delivery to the Postal Service in order to obtain maximum printing and postage savings

3) Management of paper stock

4) Courier services – pickup and delivery of pre-sorted self-mailers to a USPS (United States Postal

Service) facility gaining the maximum postal discount

5) Disaster recovery capability and testing

6) Assurance of the security of IBC data in electronic form, both in transit and at rest, and in printed form

3.0 RFI Response

Responses to this RFI must include answers to the following questionnaire. The information supplied in this questionnaire will allow the IBC to better finalize the acquisition strategy plan for a possible resultant procurement.

Market Research Questionnaire

Company Name: _________________________________

Contact Name: ___________________________________

Position: ________________________________________

Telephone: ______________________________________

E-mail: _________________________________________

Company URL: __________________________________

Business Classification and Socio-Economic Status: Please check all that apply.

Large

Small

8(a)

Women Owned

Hub-Zone

SDB

Service-Disabled Veteran Owned

Contract Vehicles you currently hold: Please check all that apply and list all contracts.

GSA IT Schedule 70 - Contract No. ______________________________________________

GWACs/MACs Contract No. _______________________________________________________

Other CONTRACTS:________________________________________________________________

QUESTIONS:

1. If available, provide past performance examples that demonstrate your firm's ability to successfully perform the requirement. Provide government points-of-contact, including phone numbers and email addresses.

2. What is your maximum daily printing and mailing capacity?

3. Describe your security infrastructure for handling PII/sensitive information protocols.

4. Describe your disaster recovery/business continuity capabilities.

5. Do you agree with the selected NAICS code 561410? If not, what alternative would you suggest and why?

4.0 SUBMISSIONS

Completed capability statements to this RFI shall be submitted via email no later than 11:00 AM EDT on April 02, 2025, to Oneisha Pickard, oneisha_pickard@ibc.doi.gov and Christina Lene, christina_lene@ibc.doi.gov.

SUBMISSION FORMAT: One (1) E-mailed submission will be accepted for this requirement.

Your response should not exceed 15 single-spaced pages, including all attachments - excluding the cover page and table of contents, using 1" margins and a font size greater than or equal to Times New Roman 10.

Questions may be directed to Oneisha Pickard at oneisha_pickard@ibc.doi.gov.

5.0 DISCLAIMER

This RFI is issued solely for information and planning purposes and does not constitute a solicitation. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Respondents are solely responsible for all expenses associated with responding to this RFI. Responses to this RFI will not be returned. Respondents will not be notified of the result of the review.

All information received in response to this RFI, that is marked proprietary, will be handled accordingly.

The responses provided will be used in the acquisition planning process for anticipated Printing and Postal Handling Services requirement.

Based on the written results of this RFI, if funding is available and DOI - IBC deems that sources are available to provide contractual support for the Printing and Postal Handling Services, the government will develop and finalize an acquisition strategy and may submit a follow-on announcement in either sam.gov or GSA E-Buy, requesting offers.

mailto:oneisha_pickard@ibc.doi.gov mailto:christina_lene@ibc.doi.gov mailto:oneisha_pickard@ibc.doi.gov